OfficeDrop power users know the power of OfficeDrop’s email document management feature, and every few months it makes sense for us to remind our newer users how easy it is to email documents into OfficeDrop.
Emailing documents into OfficeDrop works just like uploading documents into OfficeDrop. The email bodies and attachments in any of the supported formats will be processed to your OfficeDrop account, just like the documents you mail in or upload. It’s document management through email made easy!
How OfficeDrop Email Document Management Works
Each OfficeDrop account gets its own unique email address, which is <your-username>@myofficedrop.com. As an example, f the username you use to login at OfficeDrop is sarah32, your OfficeDrop email address will be sarah32@myofficedrop.com.
OfficeDrop handles attached documents. So, documents attached to the email, in addition to the email itself, will be uploaded into your OfficeDrop online digital filing system. OfficeDrop currently supports over 25 file types, including: PDF, TIFF, JPG, PNG, BMP, GIF, TXT, HTML, DOC, XLS, and PPT.
Of course, everything becomes text searchable and it’s easy for you to find documents you email into OfficeDrop just as you’d find documents that get uploaded or scanned into the system.
Fight Spam and Uncontrolled Emails
Nobody wants their OfficeDrop document management portal stuffed with spam emails or documents, so we’ve built safeguards into the system that help protect you from spam. You can provision/allow different email addresses to send files into your account – but this system works on a permission basis, meaning you have to give permission to anyone before they can start emailing documents into your account.
By default, only the email id that you provide while registering with OfficeDrop is enabled to send you email. So, if you provided sarah32z@gmail.com while registering with OfficeDrop, you can already send emails from that email id.
You can modify the settings by clicking into the “tools” “upload via email” links in your account (click here and log in to visit this page.)
Most of our users allow individual email addresses to send files into their account. However, you can also give permission to everyone in your company if you’d like by allowing everyone from specific email domains to email you. In other words, everyone who’s email ends in at “yourcompany.com” can be configured to send emails into your account.
We highly recommend that if you have multiple email accounts that you use then you should make sure you give those email addresses permission to email into your OfficeDrop account.
The following image also explains how to modify these settings:
Email to OfficeDrop
Advanced Email Document Management Features
Sending emails directly into specific folders and adding labels
Your emails and their attachments can be sent into specific folders at the time you send the email. By adding a simple string into your email’s subject you can change where it goes. Add #Folder: customers/acme corp to the end of your email’s subject line to send it into the “acme corp” folder. To add a particular label, the syntax is the same: #Labels: label1,label2,label3 in the email subject.
At OfficeDrop, we are clearly focused on helping you achieve “Paperless Bliss.” But going paperless is hard, and coming up with a strategy for dealing with a business without paper can be hard.
